This Privacy Policy explains how Solutions Hill LLC ("Solutions Hill," "we," "us," or "our") collects, uses, discloses, retains, and protects information when customers, workspace users, prospects, contacts, callers, subscribers, partners, affiliates, and website visitors interact with Solutions Hill Front Desk ("Front Desk"). Front Desk includes the AI receptionist, Prospect Finder, Sales Agent, Marketing, integrations, billing, reporting, and related administrative features made available through the service.
1. Information we collect
We collect account and workspace information such as names, email addresses, business names, phone numbers, websites, locations, team roles, permissions, subscription status, billing identifiers, business hours, routing preferences, product configuration, and authoritative business knowledge entered by customers.
We also collect operational information generated through use of Front Desk, including feature settings, campaign configuration, usage events, audit events, delivery and provider status, timestamps, errors, security events, and other technical metadata reasonably necessary to operate, secure, troubleshoot, and improve the service.
2. AI receptionist, calls, and customer interactions
For phone calls handled through Front Desk, we may process caller and dialed phone numbers, call timestamps, duration, routing state, intent, outcome, AI-generated summaries, tool actions, appointment information, transfer events, lead information voluntarily provided by callers, and operational metadata needed to deliver and troubleshoot the service.
Front Desk does not persist raw call transcripts by default. Temporary live transcription may be processed in memory to support the conversation and to generate structured call outcomes and summaries. If recording or transcript-retention features are offered or enabled, those features are subject to the customer's configuration and applicable notice and consent requirements.
Customers control the business information, tools, routing rules, escalation rules, and authorized actions available to their receptionist. Information supplied by callers may become part of the customer's Front Desk workspace when necessary to provide requested service, create a lead, schedule an appointment, send a requested follow-up, or maintain an interaction record.
3. Business knowledge and website content
Customers may enter authoritative business knowledge directly into Front Desk and may authorize Front Desk to read publicly available content from their own business website. We use that content to create tenant-specific knowledge for the receptionist and related AI features. Dashboard-entered authoritative information is treated as the higher-priority source when it conflicts with synchronized website content.
4. Prospect Finder and prospecting data
Prospect Finder may process business and professional information used to identify potential business prospects, including business names, websites, domains, business categories, locations, public business contact information, decision-maker information where available, prospect quality or relevance indicators, search criteria, scheduled-search configuration, and source or enrichment metadata.
Prospecting results may be normalized, deduplicated, scored, enriched, reviewed, approved, suppressed, grouped into Static or Smart Prospect Lists, and used in customer-directed Sales Agent or Marketing workflows. Front Desk may retain canonical identity keys and duplicate-detection metadata so the same business or person is not unnecessarily recreated across searches, imports, and lists.
Customers may also import prospect or contact data from supported files, pasted lists, or connected services. Customers are responsible for having the rights and lawful basis necessary to upload, import, use, or contact the people represented in their data.
5. Google Contacts and Other Contacts
If you choose to connect a Google account, Front Desk may access your Google Contacts and Google Other Contacts so that you can review, filter, deduplicate, and selectively import people into your Front Desk workspace. This connection is optional and is initiated by you.
Front Desk may process contact names, email addresses, phone numbers, organization or title information where provided by Google, Google contact identifiers, connection metadata, and synchronization state. Front Desk does not edit or delete your contacts in Google. If a contact is later removed from Google, Front Desk may mark the Google relationship as inactive without automatically deleting an already-imported Front Desk prospect, contact, list membership, campaign history, or other workspace record.
Imported Google contact information may later be used by other Front Desk features, such as Sales Agent or Marketing, only when a customer deliberately selects or includes those records in those workflows. A Google contact relationship does not by itself establish marketing, SMS, or telephone consent; channel-specific suppression, consent, and compliance controls continue to apply.
Front Desk's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google Contacts data for unrelated advertising, sell Google user data, or use it to create independent advertising profiles unrelated to the customer-requested Front Desk functionality.
6. Google Calendar
If you choose to connect Google Calendar, Front Desk may check calendar availability and create or manage appointment events as needed to provide scheduling features you enable. We may process calendar identifiers, free/busy availability, event times, event references, time zone information, attendee information supplied for the appointment, and encrypted authorization credentials needed to maintain the connection.
Calendar access is optional and may be disconnected by the customer. Front Desk uses connected calendar information to provide customer-requested scheduling functionality and not for unrelated advertising purposes.
7. Sales Agent
Sales Agent may process customer-provided sales strategy information such as business goals, ideal customer profiles, target industries and locations, value propositions, offers, campaign objectives, preferred calls to action, scripts, approved opening language, and related configuration.
Sales Agent may also process prospect and contact information, Prospect List membership, campaign recipient snapshots, email addresses, phone numbers, company and decision-maker details, campaign status, delivery attempts, call outcomes, email activity, replies, suppressions, do-not-contact requests, consent records, conversion status, opportunity and pipeline information, reporting metrics, and attribution data.
Email, Voice, and SMS Sales Agent features operate under channel-specific controls. Front Desk may process information needed to enforce unsubscribe requests, do-not-call requests, calling-time rules, jurisdiction or registration policies, AI voice and SMS consent and suppression, delivery callbacks, line-type or phone intelligence, retry controls, and related compliance audit records. Sales & CRM customers may also receive a public Contact Preferences page where a person can voluntarily provide their name, company, email, phone number, channel-specific consent choices, and evidence that supports those choices. Customers remain responsible for the legality of their campaigns, targeting, representations, and use of recipient information.
8. Marketing lists, campaigns, and automation
The Marketing module may process audience lists, list filters, imported contacts, templates, email content, signatures, campaign configuration, test sends, scheduled sends, recipient snapshots, campaign status, delivery events, opens, clicks, bounces, complaints, unsubscribes, suppressions, conversions, and other campaign analytics.
Marketing Journeys may process enrollment status, journey steps, message history, loop iterations, conversion state, transfers between journeys, timing, and suppression events so customers can automate approved follow-up sequences and remove or transfer subscribers when appropriate.
Front Desk may maintain email suppression and unsubscribe records after a campaign ends when reasonably necessary to honor recipient preferences and prevent future messages that should not be sent.
9. Marketing content, AI Blogger, and creative tools
Marketing content tools may process prompts, business context, templates, drafts, generated copy, uploaded creative assets, banner images, blog content, campaign content, brand information, and related metadata. AI-assisted content may be processed by our AI service providers to generate customer-requested output.
Customers are responsible for reviewing generated content, confirming factual accuracy, and ensuring they have the necessary rights to uploaded images, trademarks, text, and other materials used in campaigns.
10. Banner ads, partner advertising, sponsored campaigns, and partnerships
Marketing features may include banner advertising, partner banner exchange, mutual or reciprocal promotion, sponsored email, partner relationships, referral offers, creative placements, and related campaign measurement. We may process campaign creative, destination links, participating business information, partner preferences, placement configuration, impression or click events, campaign status, attribution, and aggregated performance metrics.
Front Desk does not treat a customer's imported prospect list, Google contacts, SMS consent records, or private workspace contact database as a general advertising inventory for unrelated third parties. Where a customer deliberately participates in a partner, sponsored, or referral program, we use the information necessary to administer that customer-requested program and measure its performance.
11. Analytics, attribution, reporting, and ROI
Front Desk may process campaign and sales activity to provide reporting, attribution, funnel, conversion, usage, and return-on-investment metrics. This may include message and call outcomes, timestamps, delivery status, engagement events, opportunity stages, conversion events, campaign identifiers, journey state, source information, and revenue or cost inputs supplied or generated through the service.
Some reporting may use aggregated or de-identified information where appropriate. We may also use aggregated operational information to understand service reliability, capacity, adoption, and product performance.
12. Email, SMS, and call recipients
When a caller requests a follow-up email, Front Desk may send the requested information to the caller and copy the tenant's configured business address so the tenant can follow up. Customers are responsible for configuring valid destinations and for using follow-up information lawfully.
When a person expressly agrees to receive a text message, Front Desk may process the mobile number and consent information needed to provide the requested communication. For marketing or promotional SMS, Front Desk may process a written opt-in submission, including the submitted phone number, disclosure version, timestamp, hashed network evidence, browser or user-agent evidence, and prospect or contact linkage needed to document consent. The applicable opt-in workflows are published in our SMS Consent & Messaging Policy.
We do not sell, rent, or share mobile phone numbers or SMS opt-in or consent information with third parties or affiliates for their own marketing or promotional purposes. We may disclose information to service providers and telecommunications carriers only as necessary to deliver, secure, support, and document the requested messaging service.
Message frequency varies based on the recipient's requests and interactions. Message and data rates may apply. Recipients may reply STOP to opt out of future SMS messages or HELP for assistance. SMS consent is optional and is not a condition of purchase or of receiving customer service by phone.
13. Integrations and service providers
Front Desk relies on third-party providers that process information on our behalf or provide infrastructure necessary to operate the service. Depending on the features a customer enables, these may include Twilio for telephony and SMS delivery, OpenAI for realtime AI and AI-assisted workflows, SendGrid for email delivery, PayPal for subscriptions and payouts, Google for Calendar and Contacts integrations, cloud infrastructure and database providers, telecommunications carriers, and other service providers needed to operate configured features.
We disclose information to these providers only as reasonably necessary to provide, secure, support, meter, bill, or troubleshoot the service, subject to applicable contractual and legal requirements. Their processing may also be subject to their own terms and privacy practices.
14. Payments, subscriptions, usage, and billing
Front Desk does not store full payment-card or PayPal credential information. Subscription checkout, recurring payment processing, and supported payouts are handled by PayPal or other disclosed payment providers. We may store subscription identifiers, plan information, billing status, payment and payout references, usage events, prepaid balance information, metered feature usage, invoices or billing state, and related operational metadata needed to administer service access and charges.
15. Customer Affiliate Program and referral attribution
When a visitor follows a Solutions Hill customer affiliate link, Front Desk may store the affiliate referral code and an expiration timestamp in the visitor's browser local storage for up to 30 days. This first-party browser storage is used to preserve original referral attribution if the visitor leaves and later returns to complete account and workspace setup.
Front Desk may process affiliate profile information, referral relationships, commission calculations, payout preferences, PayPal payout addresses, payout status, referral links, and related audit records needed to operate the Customer Affiliate Program. The referral code stored in the browser is not treated as authoritative; Front Desk revalidates eligibility, self-referral restrictions, and the referral relationship on the server before creating permanent attribution.
16. Platform administration and customer-authorized support access
Authorized Solutions Hill platform administrators may access administrative information needed to operate Front Desk, respond to support requests, investigate security or billing issues, administer compliance controls, and maintain the service.
Where Front Desk provides a support-session feature that allows an authorized Solutions Hill administrator to enter a customer's workspace or user view, that access is intended for customer-approved corrective action or support. Support sessions may be time-limited and logged, including the administrator, target workspace or user, timing, and related audit information.
17. Tenant isolation and access controls
Front Desk is designed as a multi-tenant service. Customer workspaces, business configuration, calls, leads, prospects, lists, campaigns, contacts, phone numbers, messages, billing information, and team access are scoped to the owning organization. Server-side authorization and role-based controls are used to reduce the risk of unauthorized cross-tenant access.
18. Security
We use administrative, technical, and organizational safeguards intended to protect information, including authenticated access, tenant-scoped authorization, role-based permissions, encrypted transport, encryption or protected storage for sensitive integration credentials, webhook verification where supported, controlled secrets, audit logging, backups, suppression controls, and access revocation. No system can guarantee absolute security.
19. Retention
We retain account, workspace, subscription, audit, usage, call-summary, lead, prospect, contact, campaign, list, appointment, consent, suppression, attribution, billing, support, and operational records for as long as reasonably necessary to provide Front Desk, preserve customer-requested history, honor opt-outs, support customers, enforce agreements, prevent abuse, meet legal obligations, and maintain business records. Retention periods may vary by data type and operational requirement.
Disconnecting a third-party integration stops future authorized access through that connection but does not necessarily delete records that were previously imported into Front Desk or created through customer-directed workflows. Customers may request deletion subject to legal, security, billing, suppression, audit, and other legitimate retention requirements.
20. How we use information
We use information to provide and secure Front Desk; authenticate users; answer and route calls; configure AI sessions; operate Prospect Finder; maintain Prospect Lists; run customer-directed Sales Agent and Marketing workflows; deliver email, voice, and SMS communications; schedule appointments; generate customer-requested content; administer integrations; measure campaign and sales performance; meter usage; process subscriptions and payouts; provide support; investigate failures, security incidents, fraud, or abuse; improve reliability; and comply with legal obligations.
We do not use customer contact databases or connected Google user data for unrelated advertising or sell Google API user data. We do not permit service providers to use Google user data for purposes prohibited by Google's Limited Use requirements.
21. Customer responsibilities and recipient notices
Customers are responsible for the accuracy, lawfulness, and appropriateness of the information, audiences, creative materials, instructions, and campaigns they provide or configure. Customers are also responsible for providing notices and obtaining any consent or other legal basis required for their use of Front Desk, including laws concerning privacy, email marketing, telemarketing, call recording, transcription, AI disclosure, SMS, advertising, data brokerage, accessibility, and industry-specific requirements.
A discovered, imported, or connected contact record does not automatically establish permission to contact that person through every communication channel. Customers must use applicable consent, suppression, do-not-call, unsubscribe, jurisdiction, and other compliance controls.
22. Your choices and requests
Customers may update workspace configuration, team access, prospect selections, lists, campaign configuration, integration connections, and other settings through Front Desk. Supported integrations may be disconnected through Front Desk or the connected provider. Recipients may use unsubscribe, STOP, HELP, or other supported preference mechanisms where applicable.
Requests concerning access, correction, deletion, restriction, portability, objection, or other privacy rights may be sent to us. Available rights vary by jurisdiction. We may need to verify identity and may retain information where required or permitted by law.
23. Children
Front Desk is intended for business use and is not directed to children under 13. Customers should not intentionally configure Front Desk to collect children's personal information without appropriate legal authority, notices, consent, and safeguards.
24. International use
Front Desk may be accessed from different jurisdictions, and information may be processed in the United States and other locations where our service providers operate. Customers are responsible for determining whether their use of Front Desk is permitted in the jurisdictions in which they operate or contact people and for configuring campaigns and data use accordingly.
25. Changes to this Policy
We may update this Privacy Policy as Front Desk evolves, including when we add or materially change products, integrations, data uses, or legal requirements. Material changes will apply prospectively and will be communicated through the service, email, or another reasonable method.
26. Contact
Privacy questions and requests may be sent to shill@solutionshill.com.